Importing goods from China to the USA requires careful preparation of the right shipping documents. Missing or incorrect paperwork is one of the top reasons customs holds your shipment — and delays cost money. Here is the complete checklist you need before your cargo leaves China.
Essential Shipping Documents for China to USA Imports
Whether you use sea freight, air freight, or express courier, these core documents are mandatory for every commercial shipment:
1. Commercial Invoice
The commercial invoice is the most important document for US customs. It must include:
- Seller and buyer names and addresses
- Detailed description of each product (what it is, what it is made of)
- HS code for each item
- Quantity, unit price, and total value
- Country of origin (China)
- Currency of payment
Under-declaring the value is a common mistake that can lead to fines, seizure, or increased scrutiny on future shipments. Always declare the true transaction value.
2. Packing List
The packing list accompanies the commercial invoice and details the physical contents of each package. It should show:
- Number of cartons or pallets
- Gross and net weight per package
- Dimensions of each package
- Marks and numbers on the outer cartons
US customs uses the packing list to verify that the physical shipment matches what was declared on the invoice.
3. Bill of Lading (B/L) or Air Waybill (AWB)
This is the contract of carriage issued by the ocean carrier or airline:
- Sea freight: Ocean Bill of Lading ( negotiable or telex release)
- Air freight: Air Waybill (AWB)
The B/L or AWB identifies the shipper, consignee, vessel/flight, port of loading, and port of discharge. Your freight forwarder will issue or arrange this document on your behalf.
4. ISF Filing (10+2) — Required for Ocean Shipments
This is the document that trips up most new importers. ISF (Importer Security Filing) is a US Customs requirement for all sea shipments entering the US. It must be submitted 24 hours before the cargo is loaded onto the vessel in China.
The “10+2” means:
- 10 data points from the importer: Seller, buyer, importer of record number, consignee number, manufacturer, ship-to location, HS classification, container stuffing location, and more
- 2 data points from the carrier: Vessel stow plan and container status messages
Failure to file ISF on time can result in a penalty of $5,000 or more per violation. If you use a freight forwarder, confirm whether they handle ISF filing on your behalf.
5. Customs Bond
Any commercial shipment valued over $2,500 requires a US customs bond. This is a financial guarantee that ensures duties and taxes will be paid to CBP (US Customs and Border Protection).
- Single-entry bond: For one-time shipments
- Annual bond: Better value if you import multiple times per year
Your customs broker or freight forwarder can arrange this for you.
6. Import Permits and Special Certificates
Depending on your product category, additional documents may be required:
- FDA products (cosmetics, food, supplements): FDA prior notice and registration
- Electronics: FCC certification documents
- Textiles/apparel: Textile visa and labeling requirements
- Children’s products: CPSIA testing certificates
Check with your customs broker well before shipment to avoid last-minute surprises.
Who is the Importer of Record (IOR)?
The Importer of Record is the party legally responsible for the shipment in the US. This can be your US company, a customs broker acting on your behalf, or a consignee. You will need:
- US Tax ID (EIN) or Social Security Number
- Customs bond in place
- Power of attorney authorizing your broker to file entries
If you are a Chinese supplier shipping on DDP terms, your freight forwarder may act as the importer of record using their own bond.
Common Reasons Customs Holds Shipments
- ISF filed late or incomplete — the #1 reason for delays and fines
- Missing or incorrect HS codes — leads to duty disputes
- Commercial invoice doesn’t match packing list
- Product requires a permit that wasn’t filed
- Random CBP inspection — can add 3-7 days and storage fees
How a Freight Forwarder Handles Your Documents
Experienced freight forwarders like Toncentlink manage the full documentation process for you:
- Review your commercial invoice and packing list for accuracy
- Prepare and file ISF 24 hours before vessel departure
- Arrange customs bond and broker entry filing
- Track your shipment through customs clearance to delivery
If you ship DDP, all import documents are handled end-to-end by the forwarder, so you only need to provide the product details and delivery address.
Get Help with Your China-to-USA Import Documents
Don’t let missing paperwork delay your shipment. Request a free quote from Toncentlink — we handle ISF filing, customs clearance, and all import documentation for sea and air freight from China to the USA. Already shipping? Learn more about our DDP shipping services for door-to-door delivery with zero customs hassle.
